Early Care Administrative Assistant

Job Summary: 

With the support of Early Care and Education Institute (ECEI) Leadership, the Early Care Administrative 

Assistant ensures the smooth and efficient administrative operation of the ECEI programming with Family Child Care providers and families. The ECEI Administrative Assistant provides clerical support to the Director for the Early Care and Education Institute and the Early Care team. 

Duties and Responsibilities: 

• Assist Early Care staff with preparation for coaching visits, including preparation of education materials, bundling and packaging of books and supplies, making copies, and mailing of materials to child care programs within the five boroughs of NYC. 
• Support the Early Care training team with preparation and setup for departmental trainings, including room setup, printing and copying, assembly of materials packets, and clean up. 
• Assist in the maintenance of book and materials inventory for the department. 
• Placing, receiving, and managing supply orders for ECEI programing and events whilst maintaining logs and supporting documentation for said orders. 
• Responsible for preparing departmental mailings for distribution via USPS, including printing, labeling, and envelope-stuffing. 
• Assist other administrative staff with overflow work, including filing, word processing, scanning, data entry and internet research tasks. 
• Maintains working relationship with ECEI vendors in order to facilitate the ordering process and maintain proper documentation for each vendor (e.g. W9 forms). 
• Book conference calls, rooms, taxis, materials deliveries, etc. as needed. 
• High level training logistics—spaces, dates, trainer assignments, virtual meeting links, etc. 
• Clerical preparation for trainings. 
• Works with HR department to ensure proper management of ECEI inventory and supplies. 
• Coordination of grants distribution, including spreadsheets, documentation and reporting. 
• Coordination of availability for new clients—waiting list management. 
• Supports other admin staff as needed. 
• Creating and maintaining audit files for ECEI. 
• Participation in, and/or preparation for, ECEI events: Provider Resource Days and ECEI Annual Conference. 
• CHCF inter-agency collaboration, as appropriate and needed. 
• Other duties as assigned by Supervisor. 

Qualifications and Skills: 

• High School Diploma (Associates Degree preferred). 
• Minimum of 2 years working in an administrative office environment. 
• Experience with office management tasks (inventory, organization, printing, copying). 
• The Early Care Administrative Assistant will also ideally have a proven facility in data entry, customer service, and problem resolution. 
• Bilingual is a must; English and Spanish fluency required 
• Must be willing to work weekends as needed. 

CHCF offers a comprehensive employee benefits package 

CHCF is an equal opportunity employer and is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws.